Cell Phone and Social Media in the Workplace

With the vast growing advancement of the technology world, it is no wonder that cell phones and social media have become so instilled into our lives, including in the workplace. The workplace can have a positive outcome with the use of smart phones and social media if done correctly by training and effective policies in place. Although, without the proper training and understandable policies, companies are experiencing less productivity, inefficient social media control, and similar to the 2016 election, security breaches.

In creating an effective policy, there are a few simple steps you can follow. 

1)      Policy Title

a)      The title must identify the purpose of the policy, in as few words as possible

2)      Brief Description

a)      A short summary of the policy

i)       Specific details should not be included

3)      Applies To:

a)      Specify who the policy is directed to

i)       Faculty

ii)     Staff

iii)   Administrative

iv)   Security

v)      Management

4)      Reason for Policy

a)      This section answers the question as to why the policy exists

i)       Legal or regulatory reasons

ii)     Conflict or problem policy with resolve

iii)   Overall benefits

5)      Introduction

a)      Explanation of steps taken to reach this policy

i)       Specific department involvement

6)      Policy Statement

This is the most important section to the policy. It provides direction and answers important questions such as:

a)      Who needs to follow the policy?

b)      In what situation does this policy not apply?

c)      What are the major conditions or restrictions? 

d)      What is expected of the employee?

e)      Are there exclusions or special situations?

        Here are rules for the policy owner/writer to follow when drafting the policy statement:

a)       Sentences and paragraphs must be clear and understandable for the given audience.

b)      Acronyms may be used if spelled out completely the first time the phrase is used (e.g. principal investigator {PI} or National Incident Management System {NIMS}).

c)       Use strong action words (will, must, are responsible for, etc.). Do not use “shall” in the policy statement.

7)      Definitions

a)      Define unfamiliar or technical terms

b)     Define terms with special meaning

8)      Related Policies, Procedures, Forms, Guidelines, and Other Resources

a)      List information the supports the specific policy in this section.

9)      History

a)      This is a record of significant changes by date, for the specified policy.

10)  Key Words

a)       Include a list of related terms or phrases, which others might use to search for this policy – i.e. cell phones to find wireless telecommunications equipment. Separate the words or phrases with commas.

Included below are samples of a cell phone and a social media policy for better visual understanding.